View on Google docs here: Pinecrest Parent Handbook & Policy Guide

WELCOME

Joining the Pinecrest Piranhas Swim and Dive Teams offers an exciting opportunity for your child to make the most of their summer. At Pinecrest, we are dedicated to fostering self-esteem, community spirit, friendship, and of course, fun, for both swimmers and parents alike.

From the Tuesday following Memorial Day until the end of July, our swimmers dive into practices, where they not only hone their swimming skills but also cultivate qualities like good sportsmanship and teamwork. As Piranhas, they discover a deeper appreciation for the sport, receive positive reinforcement for their efforts, and build lasting bonds with their teammates.

Competing in the prestigious Northern Virginia Swim League (NVSL), Pinecrest has been an integral part of this esteemed organization since 1979. With 17 divisions and 102 teams, the NVSL provides a platform for swimmers and divers to develop their love for the sports, advance their aquatic abilities, and embrace the values of sportsmanship. Within this league, our Saturday morning "A Meets" offer thrilling opportunities for our Piranhas to showcase their skills and camaraderie.

Additionally, we take part in the Northwest Fairfax Developmental League, engaging in Monday night "B meets" alongside nearby teams Hiddenbrook, Herndon, Fox Mill Estates, and Fox Mill Woods. This league further enhances our swimmers' experiences, allowing them to compete in a supportive and encouraging environment.

Beyond the thrill of competition and skill development, summer with the Pinecrest Swim Team is about forging cherished memories and strengthening bonds within our community. Whether it's cheering on teammates at meets, enjoying poolside camaraderie, or participating in team-building activities, the Pinecrest experience offers a holistic approach to summer fun, fostering a sense of belonging and friendship that lasts a lifetime. Join us this summer for an unforgettable journey filled with swimming, laughter, and community spirit.

ELIGIBILITY

Pinecrest Swim Team is a developmental swim team. All swimmers 18 years of age (as of June 1 of the current season) or younger who are members of Pinecrest Swim & Tennis Club may join the team. For membership requirements, please see the Swim and Dive addendum to the Pinecrest By-Laws.

Our goal is to meet each team member at their individual ability level and provide them with an opportunity to improve skills and achieve success. The Piranhas operate as ONE team, both in and out of the water! However, skill level determines the meets in which swimmers and divers are eligible to participate.

All new swimmers will be evaluated prior to registration.

Swim Team Requirements

The Piranhas Swim Team is not a swim lesson program. To join the Piranhas Swim Team, the following ability requirements must be met:

• Swimmers aged 8 and under must be able to comfortably swim a length of the pool unassisted. Compliance with this requirement may be subject to a test conducted by the Head Coach or the Assistance Coach.
• Swimmers aged 9 and up should be able to swim two pool lengths and have the endurance to participate in a 45-minute practice session.
• The ability to tread water for at least one (1) minute.

Dive Team Requirements

The Piranhas Dive Team is a developmental team open to divers of all experience levels. To join the Piranhas Dive Team, the following requirements must be met and observed by a Dive Team Representative:

• A willingness to jump off the diving board unassisted.
• The ability to swim the length of the diving well unassisted.
• The ability to tread water for at least one (1) minute.

Pee-Wee Piranhas Program

The Pee-Wee Piranhas program is designed for children aged 4 to 8. Registration is limited to 20. To participate in the Pee-Wee Piranhas program, children should meet the following requirements:

• The ability to float on their stomachs with their face in the water.
• The ability to swim half a pool length unassisted.
• Be able to leave parent willingly, be comfortable in the water, follow directions and function well in a group

If a Pee-Wee Piranhas program participant demonstrates the ability to meet the swim team requirements during the season, they may be moved to the 8&u practice.

Polar Piranhas

The Polar Piranhas program is a weekly winter swim program designed to keep our swimmers in the water during the off season. Polar Piranhas is only open to current members of the swim team or Pee-Wees, ages 5-12. Registration will be limited and may vary based on the number of lanes and coaches we are able to secure for the season.

REGISTRATION

Registration for the Pinecrest Swim Team is conveniently conducted online through our team website. Typically, registration opens at the start of May. New families will need to register an email address (one per family), providing access to fill out registration and medical forms securely. Our registration platform offers added flexibility, allowing families to volunteer for meets, track their children's times, and declare their intent to swim or dive in meets.

Accessing the registration website is easy through our main pinecrest20171.com website. Simply click on the "Swim and Dive Team" section, or visit the PC Swim and Dive Team Website directly by going to https://pinecrest20171.swimtopia.com or clicking here. All important news and communications will be available on this platform. Registration Fees can be paid by credit card directly on the site. Payment can also be made by check mailed to the provided address or handing it to one of the Team Representatives at the first practice. Payment must be received before your child can begin practicing with the team. It's essential for all members to verify and update their medical information on the site during registration and as needed throughout the season.

Additionally, the NVSL mandates a printed and signed waiver for each swimmer. Without this waiver, swimmers or divers will not be permitted to participate in any Piranhas practice or event. The waiver can be printed during registration or accessed anytime on the documents section of the team website or the links provided below.

The swim and dive team registration fee covers a range of essentials, including NVSL dues, insurance, pep rallies, team t-shirts, swim caps, water bottles for new swimmers/divers, ribbons, recognition items, and contributes to coaches' salaries and team equipment.

All swimmers new to Pinecrest Swim Team will be evaluated prior to registration.

For any refunds requested, a 50% fee will be deducted per swimmer. Absolutely NO refunds will be given after 5 pm on the day of the Time Trials.

Helpful Links

• Pinecrest Swim and Tennis Club Website
• Pinecrest Piranhas Team Site
• Team Site User Guide
• Registration Quick Guide and FAQ
• Waivers
  • NVSL Liability
  • Medical Liability
  • Media Release
  • Refund Policy

CALENDAR

The calendars below are not set in stone and are to give you a general overview of the summer season timing. From mid-June through the end of July is a 5 week whirlwind of activity.

General Overview

Practices are designed to improve strength, speed and technique. Drills are designed to help swimmers learn the individual strokes and improve their technique. Swimmers should pay attention during practice and practice proper technique in order to make the most improvement during the season. Specific stroke clinics are offered during the season and sign-ups are done via sign up genius. Information will also be provided each season for private lesson offerings.

Swimmers are encouraged to attend all practices. You do not need to notify the coach or team rep if you will miss practice, but if you are absent for a prolonged time due to vacation, camp, or illness, please email the team reps and ensure to update your meet availability accordingly.

Parents are allowed on the deck during practice times to socialize and observe. Please do not interrupt any coaches during practices as the coaches’ full attention must be dedicated to the swimmers. If you need to communicate with a coach, email them and they will get in touch with you as soon as they can. Coaches are available to answer questions after the final practice each day. No one else (e.g. sibling) is allowed in the pool during morning practices due to insurance purposes. This includes the gated baby pool.

Remember - we are not childcare. Please don’t leave children under 12 at the pool unsupervised before or after their scheduled practice time.

SWIM MEETS

The team competes in a practice Time Trials on a Saturday morning at the beginning of the season, five NVSL dual “A” Meets on Saturday mornings; four developmental “B” Meets on Monday evenings, as well as several specialty meets. Swimmers compete by gender in the following age groups; 8 & under, 9-10, 11-12, 13-14, 15-18. A swimmer’s age is determined by the age they are as of June 1 of that swim season.

Please note any and ALL known absences by declaring yes or no on the website for any given swim meet. If plans change during the season please update your availability on the website and email the coaches about the change as soon as possible. Even if you believe that your child is not fast enough to qualify for an NVSL Meet or special meet, factors such as absences and/or illnesses may dictate who is available to swim. The coaches will only enter a swimmer if they know they are marked as available. If a swimmer becomes ill or is otherwise unavailable for a Saturday meet after the meet sheet is posted, please email the team reps at [email protected] ASAP so that a replacement can be arranged.

WHAT TO BRING TO THE MEETS - PLEASE LABEL EVERYTHING WITH SWIMMER’S NAME!!

• A tote bag or backpack
• Swimsuit – easier to wear it
• Swim cap
• 2 pairs of goggles
• 2 towels – one to sit on and one to dry off
• Cards and other “disposable” quiet amusement
• Ponytail holder/elastic – for those with long hair
• Team t-shirt
• Shorts
• Flip flops or sandals
• Camp chair
• Water or Gatorade
• Sunscreen & Bug spray

WHAT NOT TO BRING TO THE MEETS

• Electronics; cell phones, ipads, etc. Pinecrest is not responsible for lost items or theft.
• Toys with small or multiple parts; board games, beads, rubber band looms, etc.
• Anything glass

SPORTSMANSHIP

Swim meets are fun and exciting. One goal of the swim team is to instill good sportsmanship in all our swimmers and parents. The following are guidelines for both swimmers and parents.

For All Swimmers, Parents, Spectators, Coaches, Volunteers, etc…..

• Abide by the established rules of the NVSL.
• Respect all officials at all times and address them in a courteous manner.
• Avoid using inappropriate language, profanity, humiliating or intimidating remarks or behavior, (including through social media), verbal or physical assault toward any athlete, coach, Team Representative, official, NVSL leadership representative, or spectator.
• Follow applicable management, pool, and facility rules, respecting others’ property at all times.
• Display respect, courtesy, and good manners toward athletes, coaches, Team Representatives, and spectators.
• Demonstrate humility in victory and courtesy in defeat.

Swimmers

• Swimmers should stay in the water in their lane until all swimmers in their heat are finished.
• Shake hands with competitors.
• Say “thank you” to all volunteers.
• Cheer for teammates and encourage all swimmers from either team to do their best.
• Throw your trash away.
• Keep team and spectator areas clean at both Pinecrest and other host pools.
• Respect the rules of all host pools.
• Stay quiet at the start of each heat.
• Swimmers should be present for the duration of A Meets.
• Show your team spirit by cheering loudly for your teammates.
• Enjoy yourself and have fun!

Parents/Spectators

• Turn off all cell phones during the meet.
• Remember all officials are volunteers and are doing their best.
• Maintain an appropriate distance from the competition area by remaining in established viewing areas and shall not encroach the pool deck or interfere with any officials.
• Not engage in loud, intimidating, disrespectful, or negative behavior toward officials, athletes, other spectators, support personnel, or pool staff (including lifeguards).
• Enjoy yourself and have fun!

TIME TRIALS

This very important “mock” meet is held on a Saturday in mid-June prior to the first NVSL meet. This meet is used to establish time for seeding purposes as well as establishing a baseline to mark improvements over the season. Swimmers are allowed to swim all four strokes if they have shown the ability to swim legally in practice. Coaches will determine which swimmers are eligible to swim each stroke. It also serves as a practice for our officials and volunteers to be ready for the first meet of the season.

Swimmers who cannot attend Time Trials will NOT have a time for seeding purposes until they swim in another meet. Coaches may choose to use times from the prior summer season for selecting swimmers for the first NVSL meet only, but this is NOT guaranteed. ALL selections and seeding for the NVSL meets are at our coaches’ discretion.

NVSL “A” MEETS

Five official NVSL scored dual meets, otherwise known as “A” meets are held on Saturday mornings. Each of the six teams in a division swims against each of the other five teams. These meets are scored and the results determine the division champion. The scores will also be used in determining the team’s NVSL division for the following year.

All team members are encouraged to attend Saturday home meets to show their team spirit and cheer on their fellow Piranhas. After a Saturday meet, the team often goes to a restaurant for lunch or stays at the pool to eat lunch together.

SIGN UPS

For each week's Saturday meet, you MUST declare your availability on the website by the prior Tuesday at Noon. Regardless of your swimmers ability, if they are available for a Saturday meet, you should mark them as such. DO NOT assume that your swimmer will not swim in a Saturday meet. Vacation plans, camps, other sports, injury or illnesses are examples of why a swimmer may be placed in a Saturday meet.

EVENTS

A Meets have 50 events (38 individual and 12 relays) with just ONE heat per event per age group. Events are divided by age group and gender.

* Mixed age relays are swum in the following order: 11-12 yr old; 9-10 yr old; 13-14 yr old; and 15-18 yr old.

SEEDING

Coaches select three swimmers to compete in each individual event and four swimmers for each relay. No swimmer can swim in more than two individual events and two relays. In general, the swimmers with the three fastest seed times in each event are chosen to swim that event. Seeding for Saturday meets is driven by the need to maximize team points. Occasionally, the team may even require a swimmer to swim above his/her age group (see “Swim Ups” below).

The selected swimmers are usually announced at Thursday practices for the upcoming Saturday meet. Coaches seed the meet on Tuesday to use any improved times from any previous meets that season. Swimmer times from Time Trials are used for seeding the first NVSL “A” Meet of the season. If a developmental “B” meet has taken place prior to the first NVSL meet, those times will be considered as well. Coaches may choose to use times from the prior summer season for selecting swimmers for the first NVSL Meet only, but this is NOT guaranteed. Swimmers in year round swim programs may not submit their times for seeding purposes.

ATTENDANCE

A swimmer competing in a Saturday meet should not leave the meet even if they have completed swimming their assigned event. If you must leave early, please discuss this with the coaches before the meet. Due to illness or injury, a swimmer may be needed to swim an additional event later in the meet. All swimmers MUST be at the meet 30 minutes prior to the start of the meet. Coaches reserve the right to scratch any absent swimmer.

Generally, home NVSL meet arrival time is 7:45 AM. Warm-up begins at 8:00 AM. Meet begins at 9:00 AM and is over by 12:00 PM. Away NVSL meet arrival time will vary based on driving distance to the away pool. Swimmers will be asked to check in at Pinecrest before proceeding to the away pool. Warm-ups at away meets are typically at 8:25 AM. Any change in times, directions and additional information will be provided via email by Friday evening.

SCORING

Events are scored as follows: 1st place = 5 points; 2nd place = 3 points; 3rd place = 1 point. Relays = 5 points for the winning team only. In the event of a tie, the points are split between the swimmers.

To win a meet, a team must score a minimum of 201.5 points.

SWIM UPS

In some meets a swimmer may be asked to compete in a higher age group either to gain a competitive edge over the opposing team or to fill in a gap in the age group. Swimmers may “swim up” but never down in age group. Swim Ups are eligible for legal times and points. NVSL rules prohibit swim ups in Relay Carnival, mixed age relays, Divisionals and All-Stars.

It is Pinecrests policy to only use swim ups when there is either no other eligible swimmer in the age group to fill the spot *or* there is a competitive advantage to doing so. We will not consider swimming up a lower age group swimmer simply because they are faster than an eligible swimmer in that age group.

QUALIFICATION MEETS

DIVISIONAL RELAYS

This is a meet with only relays held at one of the NVSL division teams on a Wednesday evening in mid-July. All 17 divisions in the NVSL host a relay carnival on the same night. Each team may submit one relay (4 swimmers) per event. This is a scored meet with a winner and trophy presentation at the conclusion of the meet. Please ensure you have declared your swimmers availability as you would for any other meet.

RELAY CARNIVAL EVENTS

* Mixed age relays are swum in the following order: 11-12 yr old; 9-10 yr old; 13-14 yr old; and 15-18 yr old.

The Divisional Relay Carnival is scored: 1st place = 14, 2nd place = 10, 3rd place = 8, 4th place = 6, 5th place = 4, 6th place = 2

ALL STAR RELAYS

A week or two following the Division Relay Carnival, the top 18 relay teams in each event from all of the NVSL divisions are seeded to compete in the All-Star Relay Carnival. In the event a swimmer is unavailable, substitutions can be made so long as three of the original relay team remain. Please ensure you have declared your swimmers availability as you would for any other meet.

The All-Star Relay Carnival is scored: 1st place = 44, 2nd place = 38, 3rd place = 36, 4th place = 34, 5th place 32, 6th place = 30, 7th place = 28, 8th place = 26, 9th place = 24, 10th place = 20, 11th place = 16, 12th place = 14, 13th place = 12, 14th place = 10, 15th place = 8, 16th place = 6, 17th place = 4, 18th place = 2

DIVISIONALS

Divisionals is the only qualifying meet for All-Stars. Swimmers are encouraged to support their fellow Piranhas, however this meet is for the individual and is not scored for the team. This meet is typically the second to last Saturday in July. Each team is allowed to submit two swimmers per event. In cases where a team is not able to provide two swimmers, the division will go through a bid-in process based on fastest times as well as other criteria. Each swimmer may only compete in two events. Events include freestyle, backstroke, breaststroke, butterfly and IM. Medals are awarded to the top six finishers and ribbons for seventh to twelfth places. Each year the first stroke at Divisionals rotates. Please ensure you have declared your swimmers availability as you would for any other meet.

ALL STARS

The Saturday following Divisionals, the top 18 swimmers in each event from the entire NVSL, based solely on times swum at Divisionals, are seeded to compete in Individual All-Stars. In addition, there will be two alternates named. This seeding occurs the afternoon following Divisionals. The Team Reps will be notified that evening if any Pinecrest swimmers have qualified and will notify the individual families directly. If a swimmer qualifies for All-Stars but cannot compete, please let the Team Reps know as soon as possible. The NVSL will seed alternates based on scratch notifications received by team reps.

WFL “B” MEETS

Each season, four Developmental Meets or “B” Meets are held on Monday evenings. These provide all swimmers the opportunity to swim competitively with other NVSL teams in a loosely formed Western Fairfax League. Unlike NVSL Meets, these meets are NOT scored. Developmental meets provide the opportunity for swimmers who may not qualify for the Saturday meets to compete for times and ribbons and it gives an opportunity for those competing in the Saturday meets to swim other strokes.

SIGN UPS & ATTENDANCE

All swim team members are eligible to swim at the Monday meets, however you MUST declare on the website. Without declaration, your swimmer can’t swim even if they show up at the meet. Please declare by 6 PM on the Saturday before the Monday meet. In addition, unlike Saturday meets, you are able to select the strokes you would like to swim. Please use the events selection screen to do this, DO NOT put your stroke selections in the notes. The coaches will review the stroke selections prior to Pinecrest submitting our swim roster. If the coaches do not feel a stroke selection is in the best interest of the swimmer, it will be switched or removed. 8 and under swimmers must have permission from the head or assistant coach to sign up for breaststroke, butterfly or IM prior to stroke selection. If you have questions regarding these choices, please ask any of the coaches.

Home Monday Night meet arrival time is 4:45PM. Warm-up begins at 5:00PM. Away Monday Night meet arrival time is 5:00PM. Swimmers go directly to the host pool and check in with a coach in the team area. Warm-ups usually begin at 5:25PM. Any change in times, directions and additional information will be provided via email by Sunday evening.

EVENTS

Developmental Meets consist of 54 events in freestyle, backstroke, breaststroke, butterfly and individual medley (IM). The IM is a 100-meter event composed of 25 meters of each of the four individual strokes in the order of butterfly, backstroke, breaststroke, freestyle.

Events are often combined in the interest of time.

RULES & ELIGIBILITY

Every Developmental League establishes their own rules. The following are the eligibility rules adopted by the WFL.

• If you did not swim the previous Saturday, you may swim any two events officially
  (eligible for ribbons) and an IM.
• If you swam in one individual event the previous Saturday, you may swim two events (other than your one Saturday stroke) officially (eligible for ribbons) and an IM.
• If you swam in two individual events the previous Saturday, you may swim one event (other than your two Saturday strokes) unofficially (your time counts, but ineligible for a ribbon), and an IM.

UNDERSTANDING HEATS

The Monday meets have multiple heats per event per age group depending on how many swimmers are signed up for a given event. There are no registration limits. For an event with over 6 swimmers, they will be divided into multiple heats. Heat seedings are done from slowest to fastest; i.e. in an event with four heats, swimmers with no time on record would swim first, then the slowest swimmers would swim in the second heat and the fastest swimmers would swim in the last. Heat winner ribbons are given to the fastest swimmer in each heat. All event times will be ranked together to determine the place standings. It is possible, therefore, to win or place in a heat, but not be an overall event winner or receive a place ribbon.

In addition, some events may be consolidated together. For an event with only two swimmers, they may be moved to swim with another age group or another gender in order to fill the lanes and speed the meet along. Only those swimming in the original event would be ranked together to determine the place standings.

DISQUALIFICATIONS (DQ)

The NVSL combines learning and having fun while competing. Disqualifications shall be governed by USA Swimming Rules and are strictly enforced in all meets. Disqualifications can occur for a mistake or early entry, stroke, turn or finish. Bad sportsmanship, misbehavior and other non-swim related infractions can also result in a DQ. When a DQ is recorded, the time is no longer official and will not be recorded. Disqualified swimmers will not be eligible for a ribbon in that event.

During NVSL meets, if a false start is detected before the starting signal is sounded, the offending swimmer will be removed from the race prior to it starting by the referee. If a false start occurs but the starting signal has sounded, the race will not be stopped. Instead the false starting swimmer(s) will be notified of their false start at the conclusion of the race. The use of a recall signal is now limited to a bad start (i.e. not all swimmers were ready) or for a safety reason. If the starter sounds the recall signal, no swimmer can be removed for a false start.

The DQ should be viewed as a learning experience and not as a penalty. Coaches will review DQ’s after each meet and use them as an instructional tool.

Disqualification FAQ

For more information on disqualifications, please refer to the USA Swimming Rule book and the NVSL handbook.

NVSL Handbook

USA Swimming Rule Book

RIBBONS

For NVSL dual meets, official NVSL ribbons are awarded for first through sixth place. For WFL developmental meets, standard ribbons are awarded for first through twelfth place. Personal Best ribbons may also be awarded to recognize a swimmer’s best effort. Heat winner ribbons may be given out by the host pool after each heat. All other ribbons will be placed in the family folders by FRIDAY of each week.

RECORDS

Pinecrest records can be achieved at any meet other than Time Trials. Records are posted with the swimmers name on our website and on the record board hanging at the pool. These records are for Pinecrest swimmers only and may be achieved at any official meet, home or away.

Pinecrest Records

NVSL records are listed on the NVSL website and in the current NVSL handbook. League records can only be achieved at an NVSL sanctioned meet.

NVSL Records

LOLLIPOP MEET

This meet is swum sometimes with our other B Meet teams and sometimes, if we have a large number of 8 and under swimmers, we hold the meet ourselves. Every 8 & under has the opportunity to swim at this meet, including any eligible PEE WEE Piranhas. After each race, participants are given a lollipop.

DIVE MEETS

INFO COMING SOON

EVENTS & SOCIAL

RED VS. BLUE

FUN DAYS, DONUT DAYS AND PANCAKE BREAKFASTS

PEP RALLYS

We encourage ALL our swimmers, divers, pee-wees and families to come and join us the Friday night before NVSL meets to hype up our team and have some fun! All Pep-Rallies will have a theme announced by Wednesday before. Come dressed to the nines and earn some points for your Red/Blue team.

Pep Rallys require parent volunteers and support to make happen. These positions do not count toward the required volunteer commitments.

TEAM PICTURES

Team and individual pictures are taken by a professional photographer one morning usually in mid-July. Swimmers are asked to wear the team suit, a plain navy suit or their team shirt for the group picture. Information will be provided prior with date, time and order details.

BAGEL RUN

FIELD DAY

PROGRESSIVE DINNER

END OF SEASON BANQUET

The end of year awards banquet is held in late July after the final practice. Everyone has fun at the traditional end-of-season picnic and awards ceremonies for all swimmers and divers, followed by the team video. This is a “bring your own dinner” picnic and a dessert to share. More information will be provided later in the swim team season.

AWARDS

Paper Plates

Participation Awards

High Point Award

Most Improved

Most Spirited

Most Coachable

Coach’s Awards

Snoopy Award

WEATHER POLICY

Pinecrest practices, meets and most social activities will continue rain or shine.

Meets

• Bring raincoats and waterproof shoes - we run meets in the rain!! Meets will be paused only in the event of (1) heavy rain resulting in the lifeguards not being able to see the bottom of the pool and (2) thunderstorms.
• Please click HERE to review the NVSL weather procedure. To summarize - if the meet is halted due to a thunderstorm, immediately go to your car and remain there until you receive communication from a Team Rep with further instructions. DO NOT LEAVE THE MEET until you are told otherwise!
• NVSL (A) meets will be rescheduled. NWFL (B) mets will not be rescheduled.

Practice

• We will also run practice in the rain. Like meets, practice will be paused only in the event of (1) heavy rain resulting in the lifeguards not being able to see the bottom of the pool and (2) thunderstorms.
• Should we cancel practice due to weather, we will immediately notify parents via email. If cancellation occurs during an ongoing practice, all swimmers must leave the pool deck immediately. We suggest if storms are in the forecast that you make a contingency plan with other parents. A coach or team rep will remain at the pool until all swimmers and divers have been picked up. Should the swimmer or diver not be picked up by the end of the normal practice time, a $5 charge will be applied for each minute over.

Social

• Light rain will not deter us from having a bit of fun or celebrating our Piranha spirit!
• In the event of heavy rain, thunderstorms, or otherwise unsafe conditions, notifications of postponement or cancellation will be sent via email and posted to our website.
• If a social event has been postponed longer than one hour from the original start time, it will be canceled.
• Due to the limited amount of time and fast pace of summer swim and dive, social events will not be rescheduled.

MEDICAL POLICY

1. Medical Waiver Form

All applicants who wish to join the swim and dive team(s) must complete a Medical Waiver Form as a part of their registration process. On this form, applicants will be required to declare whether they have any medical conditions that may affect their ability to participate in swimming and diving activities.

2. Parental Approval for Under 18 Members

For any disclosed medical conditions by team members who are under the age of 18, parental approval must be obtained before the swimmer/diver can join the team and participate in any activities.

3. Confidentiality

The confidentiality of swimmers/divers with medical conditions is of utmost importance. Their names and specific medical conditions shall not be disclosed during any relevant discussions between swim team representatives, coaches, board members, or any other individuals involved in the management of the team.

4. Notification to Opposing Teams

If it has been determined, either through discussion with the swimmer’s/diver’s parent(s) or based on a prior incident, that a medical condition could potentially impact the running of a swim or dive meet, it is the responsibility of the swim or dive team representatives to notify the opposing team representatives. However, the notification should not disclose the individual's name but should be made to ensure that the opposing team is aware of the situation so that they can be prepared in case an incident occurs. This notification is meant to provide information that can help officials or lifeguards respond effectively if necessary.

5. Return to Activity Notification

In the event of an undocumented medical event occurring during a swim or dive function, the athlete involved will be immediately removed from the activity, and their parents/guardians will be promptly notified. The athlete shall not be allowed to return to activity until they have been cleared by a licensed healthcare provider authorized to approve their return. This policy is in place to prioritize the safety and well-being of all team members.

By participating in the swim and dive team, all members, parents, and guardians acknowledge and agree to abide by this medical policy. This policy aims to ensure the safety and inclusivity of all team members, while also maintaining the privacy of individuals with medical conditions.

COMMUNICATION

Communication between coaches, swimmers and parents is an important part of a successful swim season. Information is available via websites, emails, the swim team bulletin board and family “mailboxes.” Email is the preferred way. With a team of 150 swimmers, it is often difficult to recall if a parent said something in passing especially with regard to absences.

Time Postings

DQ Notifications

Absences

Please declare all known absences on the website under the Events section. All meets are important to the swim team and individual swimmers. Saturday A Meets are competitive and are a team event. Swimmer placement is critical and can affect the outcome of a meet. A single swimmer can make the difference between a win and a loss. As the NVSL has very specific rules dealing with swimmer substitutions, coaches must know about all absences. If your child becomes ill on Friday or Saturday morning, please email the team reps as early as possible.

Emails

Please ensure that you list at least one email on your registration form. Team Reps make every effort to send out weekly emails with up to the minute information. They also send out emails as soon as possible with any cancellations due to inclement weather.

Swim Team Bulletin Board

Please check the swim team bulletin board for information updates several times each week. General information and weekly volunteer assignments are posted on the bulletin board.

Family Packet & “Mailboxes”

A family packet is handed out at Time Trials and should contain the team t-shirt and cap. Each family has a “mailbox” folder under the team bulletin board. Ribbons and flyers are filed in these folders.

NVSL Handbook

An NVSL Handbook will be provided to each family who requests one from the Team Rep. This handbook contains rules and background information governing meets and NVSL procedures. The handbook is also available to view in .pdf format on www.mynvsl.com

Coaches

Coaches may make announcements between practices, such as the arrival time for swim meets. Please do not approach the coaches during swim practices. They need to focus their attention on the swimmers. Please address any questions to the team reps. either in person or via email.

MISCONDUCT

The Swim Team Coaches and Team Representatives reserve the right to recommend expulsion from the Swim Team based on misconduct. Misconduct includes but is not limited to un-sportsmanlike behavior, threats to the safety of team members, coaches, volunteers or officials, and unethical conduct.

In case of misconduct, the following steps will be taken:

• Details of the misconduct will be discussed with the Board Swim and Dive Team Representative.
• The Board Swim and Dive Team Representative will take the matter to the Board for a vote on expulsion.

The decision to expel a member from the Swim Team will be made by a majority vote of the Board members.

By participating in any of the Piranhas programs, swimmers and divers, as well as their parents or guardians, agree to adhere to the stated requirements and misconduct policy.

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